Doubletree Hotel Sonoma Wine Country Meeting & Event Resource Guide Our goal is to be Best to Do Business With. There are various stages when we interact with you, the customer. They are: solicitation and marketing, sales and booking, pre- planning, on-site and post-event. Through each of these stages, we focus on the following touch points: creativity, consistency, communication, flexibility and image. To aid you in the planning process, we have compiled the following hotel information. It is a pleasure to assist you with coordinating the many details that are necessary for making the perfect meeting, convention or event a success. Please note that all pricing is subject to change. We look forward to supporting you in planning a successful event. Doubletree Hotel Sonoma Wine Country One Doubletree Drive Rohnert Park, CA 94928 www.doubletree.com www.dtsonoma.com 1 Table of Contents General Information • Hotel Overview Function Space and Banquets • Catering Menu’s available separately Resource Information • Hotel specifics listed alphabetically Forms Please contact your catering/event manager for the following forms: • Credit card authorization form • Direct Bill application • HHonors form • Insurance agreement • Contracts 2 GENERAL INFORMATION Situated between two championship 18 hole golf courses and just a short drive from over 200 wineries, beautiful redwoods, sparkling beaches and some of the best sight-seeing in Northern California, the 4 star ~ 4 Diamond Doubletree Hotel Sonoma Wine Country is teaming with the warmth of celebration and relaxation. As you enter this 245 luxurious guest room resort, you are welcomed by red and gold Tuscan hues, rustic woods, vaulted ceilings, cozy seating areas and stone fireplaces. Enjoy our garden courtyard pool and Jacuzzi or work out in our fitness center or on the tennis courts. Unwind your day in Bacchus Restaurant & Wine Bar where our Executive Chef Vicki Walker will tempt your palate with only the best Sonoma County has to offer. FUNCTION SPACE AND BANQUETS • The hotel Catering Menus are available upon request. 3 RESOURCE INFORMATION Advertising Opportunities Affiliates Airline Information Amenities Americans with Disabilities Act (ADA) Audio/Visual Automated Teller Machines Baby-Sitting Services Balloons Banks Banquet Beverage Selection Banquet Curfews Banquet Equipment Banquet Menu Selection Banquet Terms and Conditions Bell Services Billing Box Lunches Business Center Car Rental Agencies Cash Paying Guests Celebrity/ Dignitary Visits Check-In and Checkout Coat Check Services Coffee Maker Concierge Corkage Credit Cards Credit Policy Decorations Destination Management Companies (DMC) Deposits Diagrams Dietary Requirements Directions to the Hotel Drug Stores Dry Cleaning e-Events Electrical Elevators Emergency Procedures Environmental Commitment Fax Machines Fax Numbers Fire Codes Fitness Center Flags Floral/Florist 4 Food Donations General Manager Gift Certificates Gift Ideas Golf Course Information Gratuities Group Reservations Identification Program (GRIP) Group Check-In, Arrival and Departures Guest List Manager Guest Rooms Guest Room Deliveries Guest Service Hotline’ Hair Salon HHonors Hospitality Desks Hospitality Suites Functions Hotel Facts/History Housekeeping Indemnification In-Room Dining Internet Services Key Cards Key Hotel Contacts Kosher Labor Laundry/Valet Limousine Services Linen Selection Liquor Laws Loading Dock Local Information Lost and Found Luggage Storage Manager on Duty (MOD) Mail Services Massage Therapy Master Accounts Medical Facilities/Services Meeting Room Capacities Meeting Room Deliveries Meeting Room Rental Meeting Room Set Standard Newspapers/Publications Office Equipment/Supplies Parking Personalized Group Web Page Pets (policies) Pianos Pools 5 Post-Convention Meeting Post Event Report Posting of Events Pre-Convention Meeting Public Transportation Pyrotechnics Radios/Pagers/Nextels Recycling Registration Assistance Registration Desks Reservations (RAPID!) Restaurants/Lounges Restaurant Reservations Restrooms Resumes Ropes/Stanchions Rooming Codes/Rooming Lists Safes/Safety Deposit Boxes Security Shipping and Receiving Shopping Signage/Banners Site Inspection/Pre-planning Smoking Sound System Special Meal Requests Storage Suites Taxes Taxicabs Team Member Recognition Telephones/Telecommunications Tents Tuxedo/Formalwear Voice Mail Weather Wheelchairs Wired Payment Worship Services Zip-Out Checkout 6 ADVERTISING OPPORTUNITIES The hotel offers groups and their affiliates opportunities to sponsor/advertise during the specified dates of the meeting/exhibit. Your Event Services manager will provide detailed information and can discuss other ideas not listed below: Logo products, e.g., keycards, cocktail napkins, to go lunch boxes, etc. Video Channel Plasma Screens Banners/Signage Back to Resource Information AFFILIATES Groups meeting in conjunction with a conference, but not part of the official convention program who require meeting space will work directly with our Event Services Department. All meeting space, if available, will be at the hotel’s normal prevailing room rental rates and will be subject to the hotel’s standard contract terms and conditions. A listing of all affiliates should be sent to the hotel no later than 90 days prior to the actual event, so that they can be individually contacted by the Catering/Event Services Department to set up food, beverage and billing arrangements. Back to Resource Information AIRLINE INFORMATION Airline Nationwide Aero Mexico 1-800-237-6639 Air Canada 1-888-247-2262 Air France 1-800-237-2747 Air India 1-800-223-7776 Air Jamaica 1-800-523-5585 Air New Zealand 1-800-262-1234 Air Tran 1-800-247-8726 Alaska Airlines 1-800-426-0333 All Nippon Airways 1-800-235-9262 American Airlines 1-800-433-7300 America West Airlines 1-800-235-9292 Austrian Airlines 1-800-843-0002 British Airways 1-800-247-9297 Continental Airlines 1-800-525-0280 Delta 1-800-221-1212 Frontier 1-800-432-1359 Japan Airlines 1-800-525-3663 Jet Blue 1-800-538-2583 KLM Royal Dutch Airlines 1-800-447-4747 Korean Air 1-800-438-5000 Lufthansa 1-800-645-3880 Midwest Airlines 1-800-452-2022 Northwest (Domestic) 1-800-225-2525 Northwest (International) 1-800-447-4747 Qantas 1-800-227-4500 Singapore Airlines 1-800-742-3333 Southwest Airlines 1-800-435-9792 United Airlines 1-800-521-0810 US Air 1-800-428-4322 7 Varig 1-800-468-2744 Virgin Atlantic 1-800-862-8621 Airport Information The nearest local airport is Charles M. Schulz Sonoma County airport located 14 miles approximately 15 minutes from the Doubletree Hotel Sonoma Wine Country. The nearest International airports are San Francisco International Airport and Oakland International Airport located 62 miles, approximately 1 ½ hours from the Doubletree Hotel Sonoma Wine Country Hotel. Click on this link for a map: http://www.mapquest.com/directions/main.adp?bCTsettings=1 http://www.sonomacountyairport.org/ http://www.flysfo.com/web/page/index.jsp http://www.flyoakland.com/index2.cfm The Doubletree Hotel Sonoma Wine Country is the only hotel in Sonoma County that offers door to door shuttle service to Sonoma County Airport and San Francisco and Oakland International Airports. Airport express operates 24 hours between our hotel and the airports at a rate of $28 per person one way. Visit them on-line at www.airportexpressinc.com. Back to Resource Information AMENITIES The Room Service department is happy to service your group gift and amenity needs. You may choose from the list of amenities below or advise your Catering/Event Manager of your specific preferences or budgeting guidelines. All amenity pricing excludes state sales tax, gratuity, and delivery fee. Room service gratuity is currently 20%. For a standard delivery, the fee is $3.00. Standard Amenities High Speed Wireless Access in all guestrooms Wolfgang Puck Coffee Makers in all guestrooms Sweet Dreams Serta Beds Gift Shop Offers Starbucks Coffee and Certified Barista On-site Two (2) Championship Golf Courses surrounding the hotel Spacious & Elegant Lobby with Fountain and Fireplace On-Site Audio/Visual Company Hilton Honors Points* Cozy Library with Bar & Billiard Table Complimentary, 24 Hour On-Site Fitness Center Business Center in the Library Heated Pool and Jacuzzi On-Site Golf & Tennis On Site Massage Complimentary Guest Parking Warm Doubletree Chocolate Chip Cookies Upon Check-In Back to Resource Information 8 AMERICANS WITH DISABILITIES (ADA) The Hotel represents that the Hotel facilities being rented or reserved by you including guest rooms, common areas and transportation services are, and will be, in substantial compliance with applicable public accommodation obligations under the Americans with Disabilities Act. You agree that one week in advance of your event, you will furnish to us a list of any auxiliary aids needed by your attendees in meeting or function space. You agree that you will be responsible for the procurement and payment of all charges for any and all auxiliary aids. We will, upon your request, furnish you with the names of businesses you can contact to obtain these aids. You also agree to be responsible for compliance with the ADA in the set up and conduct of meetings for your event. Back to Resource Information AUDIO/VISUAL PSAV our audiovisual company, brings years of experience in the field of audio visual to your meeting at the Doubletree Hotel Sonoma Wine Country. Our PSAV Representative, Ronald Hawkins may be reached by dialing 707-586-4047. Back to Resource Information AUTOMATED TELLER MACHINES There